The Vietnam Project
A presentation by
Stephen Maxner
Deputy Director, Archivist
The Vietnam Project
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Established in 1989 by
the TTU Board of
Regents
Strong local Vietnam
Veteran support
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Support from National
Advisory Council of
prominent veterans
Support from State of
Texas and US Federal
sources.
The Vietnam Center
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Encourages
continued
study of all
aspects of the
American
involvement in
Southeast Asia
during the
Vietnam War
Conferences
and Symposia
Scholarships
Special
Projects
The Vietnam Archive
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Mission is to document all
aspects of the American
experience in Southeast Asia
during the Vietnam War
Archive
Oral History Project
Virtual Archive
Library
Relationships with other
archives and organizations:
Library of Congress, National
Archives, US Military
Museums and Historical
Centers, veterans’
associations, etc…
The Vietnam Archive
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Over 2,500
donations to date,
450 so far in CY
2005
8-10 million pages
of documents
10-15 million
pages
microfilm/form
8,500 catalogued
book titles
The Vietnam Project
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Major Challenges
• Collection Management
• Acquisition Management
• Donor Relationship
Management
• Digital Preservation and
Access
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Digital Transfer
Digital Storage
The Vietnam Project
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Challenge: Collection Management
• Rate of material collection donations is approximately two for
each work day
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Individual Veterans and other participants
Family members
Collectors
Authors
As knowledge about the project spreads, donation rates continue to
increase
Solution: Streamlined and efficient collection
management and accessioning system
• Database system manages collection documents and
correspondence
• Requires stable supply of archival processing materials
• Requires efficient system of communication between archive
staff and between archive and donors.
The Vietnam Project
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Challenge: Acquisitions Management
• In addition to collection donations, the archive acquires
important materials related to the Vietnam War (specifically) and
Southeast Asia (generally).
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Microform Collections
• Presidential Libraries, National Archives, Library of Congress,
Newspapers, Institutional Collections (Echols)
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Published Works
• Books, Videos, Audio Recordings
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Manuscript Acquisitions from other institutions and organizations
• Universities, Veteran Associations, others…
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Solution: Careful and efficient tracking of potential
acquisitions
• Use database and spreadsheets to track new materials
• Acquire selection of new materials each quarter to spread out
expenses over course of fiscal year
• Depend on reliable vendors to provide updated listings of new
collections (Lexis-Nexis, UMI, UPA, etc…)
The Vietnam Project
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Challenge: Donor Relationship Management
• With so many donors, it is essential to closely manage relationships
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Each person must feel that they are being treated with courtesy, dignity, and
respect
Each donor must believe that their collection will be properly cared for and
preserved and will not be lost in a sea of materials
Solution: Communication, access, patience, and caution
• Open and efficient communication
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Email, phone, regular mail, and travel when warranted
Collection Coordinators are assigned to work with organizations (like an
account executive in a business)
• Open collection policy
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Donors can add to their collections as they feel comfortable – we are patient
and create a “no pressure” environment
• Continued access to collections now and for progeny
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Digital copies provided on request
Virtual Archive access
• Remain Apolitical
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We preserve the history of all sides of the conflict – from the foxhole to the
home-front
The Vietnam Project
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Challenge: Technology
• How to manage digital technology in an constantly
evolving and changing digital landscape
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Solution: Design a flexible system that
addresses your project needs while
preparing you for future changes in digital
technologies and file formats
• Define purpose for your digital project
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Access
Preservation
Both
• Develop best practices and procedures to employ for
your project
The Virtual Vietnam Archive
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How to develop a Digital Archive
• Essential Elements of Information
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Assess your collections and determine what you
have:
• Material formats
• Media formats
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Determine access needs
Determine preservation needs
Develop best practices and procedures
Select the systems and equipment you need to
digitize materials
The Virtual Vietnam Archive
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Select and configure servers, database, desktops
and digital storage to suit your needs.
• Database – Cuadra Star – Inverse Relational System
• Servers – Dell PowerEdge – Maxed-RAM and
Processing – Power v. Storage
• SAN – Dell Server Array Network – Fiber-channeled
Drives – 15 Terabytes of Storage
• Desktops and Laptops – Dell Workstations – Power v.
Storage
The Virtual Vietnam Archive
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Decide on digital file types for digital
preservation and access
• Digital Preservation
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Documents – 300 DPI TIF and Adobe PDF
Images – 300 DPI TIF
Video Files – Uncompressed AVI and tape backup on
Beta SP
Audio Files – uncompressed WAV Format
• 22050 (voice) – 44100 (compound) Hz
• Stereo and mono
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Oral History Interviews
• Transcripts – MS Word, Unicode Text, and Adobe PDF
• Audio – (same as above)
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Finding Aids – Unicode and HTML Text
The Virtual Vietnam Archive
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Decide on digital file types for digital
preservation and access
• Digital Access
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Documents – Adobe PDF
• web-optimized in both searchable and non-searchable
formats
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Images – 100 DPI JPEG
Oral History Interviews
• Transcripts – Adobe PDF (searchable)
• Audio – Streaming MP3
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Audio Files – Streaming MP3
Video Files – Streaming WMV
Finding Aids – Unicode and HTML Text
The Virtual Vietnam Archive
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Select and configure the rest of the equipment for your digital project
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We employ the following:
• Dell Servers with Server Array Network (16TB) and Tape Library Backup
System
• Fully networked system with Gigabit Switch
• Dell workstations, desktops, laptops, PocketPCs
• Fujitsu Scanners (flatbed and drop-feed)
• Canon Flatbed Scanners
• Nikon Slide and Film Negative Scanners
• HP Large Format Scanner and Plotter
• Elmo Film Converters (8mm, Super 8mm, 16 mm)
• Video Tape Systems (3/4”, 1/2”, VHS, BetaSP, MiniDV)
• Otari Audio Conversion System (reel-to-reel and cassette)
• Eclipse Microfilm Scanner
• Marantz Digital Recorders (oral history)
The Virtual Vietnam Archive
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Dell Servers
• Three servers serve different
project functions
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Database Management
Database Entry
Web Access
Dell Server Array Network (15TB)
Dell SDLT Backup Tape Library
Gigabit Switch for large file
transfers
The Virtual Vietnam Archive
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Document Processing
• Fujitsu Scanners
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4220C and 4530C
Flatbed and drop-feed
Flexibility
Careful paper handling
Speed (7-35 PPM)
The Virtual Vietnam Archive
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Photo Processing
• Epson Expression
1640XL and 10000
XL
• High resolution
(2400x4800 DPI)
• Clarity (48 bit)
(4 trillion colors)
• Speed (23 sec)
The Virtual Vietnam Archive
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Slides and film
negatives
• Nikon SuperCoolScan
4000 and 5000
• Flexibility
• High Resolution
(4,000dpi)
• Clarity (16 bit)
• Speed (20
seconds/scan)
The Virtual Vietnam Archive
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Maps, posters, and large
format materials
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HP DesignJet 815MFP
Full color plotter
Flexibility (42” x …)
High Resolution (2,400 DPI
scaled; 400 DPI optical)
• Integrated computer with
100 MB network
connection
• USB2 ports
The Virtual Vietnam Archive
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Video and Film
Processing
• Pinnacle System
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Multiple Formats
Multiple Backups
The Virtual Vietnam Archive
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Moving Image Film
Processing
• Elmo Conversion
Systems
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8mm
Super 8mm
16mm
The Virtual Vietnam Archive
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Film Processing
• Multiple Backup
• Beta SP
• DVD
• Uncompressed AVI
stored on SAN and
Backup Tape
The Virtual Vietnam Archive
Audio Transfer
• Otari Digital
Archiving System
• Reel-to-reel and
cassette tape
• Flexibility
• Stable Digital
Format (WAV)
• Speed (2-4x)
• Turntable System
also connects to
Pinnacle
The Virtual Vietnam Archive
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Microfilm Scanning
Eclipse
• Speed (50-300 PPM)
• True Resolution (600
DPI)
• Careful Film Handling
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Rubber spools
Fiber-optic light source
• System for post-scan
processing
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Dell Precision
Workstation with
Adobe Capture
Desktops with dual
monitors
The Vietnam Archive
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Oral History Project
• 2,500 participants, from 50
states, 10 foreign countries
• 430 interviews completed
• 350 interviews available online
• Partnered with the Library of
Congress, USN, USMC, and
others…
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Marantz Digital Recorders
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WAV at 22050 Hz (mono)
Shure Boundary Microphones
Dictaphone Telephone adapters
Start-Stop Digital Transcription
systems
The Virtual Vietnam Archive provides free
global access to materials through the
Internet and is one of the largest and most
dynamic online archives in the world.
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Online researchers
have access to
more than 280,000
items and more
than 2.26 million
pages of material.
The Vietnam
Archive adds
between 35,000
and 40,000 new
pages of online
content each
month.
Total Pages
Number of Records
Documents
Photos and Slides
Periodical Articles Indexed
Newsletters
Microfilm and Microfiche
Video Recordings
Audio Recordings
Museum Objects
Finding Aids
Oral History Interviews
Newspapers
Electronic Media
2,263,600
286,475
180,197
84,044
12,118
4,670
20
1,778
1,623
2,342
1,309
389
323
308
As a result of the Virtual Vietnam Archive,
collections donated to Texas Tech are used
by an ever growing number of researchers
from around the world.
Successful Request for Pages
Distinct Hosts Served
Distinct Files Requested
Data Transferred (GB)
2,979,761
557,410
1,480,030
1,509
Members of JPAC - Joint
POW/MIA Accounting
Command (Hawaii) conduct MIA research at
the Vietnam Archive in
Lubbock, Texas.
Vietnam Archive materials directly contribute
to current government research to include the
recovery of remains in Southeast Asia and
assistance with Veterans claims.
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JPAC Researchers access the Virtual Vietnam
Archive on a weekly basis
Virtual Archive documents have assisted JPAC
with 23 MIA cases to date
Three cases were cold until Virtual Archive
materials provided leads so they could be
reopened.
Researchers at The Veterans Administration
consistently access the Virtual Vietnam Archive
Virtual Archive documents have directly
impacted more than 600 Vietnam Veterans
claims
The Vietnam Archive collections contribute to
military operational lessons learned, some of
which are being applied to the War Against
Terrorism and counterinsurgency in Iraq.
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Known Areas of Impact
Civic Action and Nation-Building
 US Military Advisor Training
 Training of indigenous military and police forces and the conduct
of joint operations with those forces
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Potential Areas of Impact
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Terrorism and counter-terrorism
Insurgency and counterinsurgency
Pacification and psychological operations
The Vietnam Project at Texas Tech
University is the nation’s preeminent
research project on the Vietnam War
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Through conferences, symposia, and many other
activities, the Vietnam Center fosters research,
education, more meaningful understanding,
economic development, and international
reconciliation.
Vietnam Archive collections and the Virtual
Vietnam Archive provide cutting edge Internet
access to historical materials that benefit
students, scholars, veterans, families, the US
government and military branches.
Learn more about our project at
WWW.VIETNAM.TTU.EDU